- 1. Fixed Price RFP.docFeb 17, 2010Fixed Price Systems
Development Request for Proposals (RFP) Template The attached RFP
template has been prepared by Contracted Services Section,
Procurement Services, Service Alberta (Procurement Services) for
use by Government of Alberta Departments in preparing an RFP for a
fixed price systems development project. The Evaluation Plan is to
be developed in parallel with the RFP. The RFP template, Evaluation
Plan Template, and related tools including Request for Proposals
(RFP) Preparation Guidelines and Request for Proposal (RFP)
Response Evaluation Process are found at the following website
address: https://www.myagent.gov.ab.caThe system to be developed
could, at the Departments option, be all new custom development or
include a component of Pre-existing Work or a component of
Commercial Software. At the time of Evaluation Plan and RFP
development, the Department must determine which of these
approaches would be acceptable. Different material ownership rights
are provided to the Department on each approach. The material
ownership provisions in the fixed price contract templates
available at the website referenced below, should be carefully
reviewed to ensure the appropriate ownership rights are selected to
meet the Departments business needs. This RFP template is not
intended to be used for a solutions procurement, i.e. acquisition
of a software package, with or without customization.This template
has been reviewed and approved by Legal Services, Alberta Justice
for use by Government of Alberta Departments.As this template will
be updated from time to time, it is recommended that Departments
visit the above referenced website to view the latest version of
the template each time an RFP is to be developed.The RFP
Administration Terms and Conditions document posted on Alberta
Purchasing Connection (APC) is incorporated into the RFP by
reference. The document contains the RFPs definitions and its terms
and conditions. Before drafting an RFP, Departments should review
section 1 of the RFP Administration Terms and Conditions to ensure
the terminology is appropriately used throughout the RFP and the
definitions are accurate. Should Procurement Services not be
involved in the procurement process, references to Procurement
Services will need to be changed by indicating in the RFP that
these references are deleted and replaced with the appropriate
Department name. References to Service Alberta would also be
changed unless the procurement is for Service Alberta and/or the
scope of services requires mention of Service Alberta.In preparing
an RFP, Departments are asked to carefully consider the
significance of identifying a requirement as mandatory. Identifying
a requirement as mandatory means it must be met in a substantially
unaltered form in order for the Proposal to receive consideration
(i.e. if not it must be rejected). Therefore, the number of
mandatory requirements in the RFP should be limited where possible.
Consideration should be given to alternative approaches such as
making requirements desirable and appropriately weighting and
scoring the criteria to give sufficient credit. The use of minimum
scoring thresholds to screen proposals is also a viable
alternative, for example, Proposals which achieve a minimum of 50%
of the total points for each rating category and a minimum overall
rating of 65% of the total points for all rating categories will be
considered.Page 1
2. Italicized text is used in the template to guide Departments
on the RFP structure and content. An overview of the RFP sections
is as follows:RFP Cover Page This is a standard cover page and
should not be modified by the Departmentexcept for completing the
appropriate areas. If Procurement Services is notinvolved in the
procurement process, then references to Contracted ServicesSection
and Procurement Services, and its address will need to be
modified.The reference to Service Alberta would also be changed
unless theprocurement is for Service Alberta.Table of Contents To
be generated by the Department.Section 1.0 This section contains
standard text and should only be modified by the Department if the
RFP Administrative Terms and Conditions requires modification based
on project needs or if Procurement Services is not involved in the
procurement.Section 2.0 This section is to be completed by the
Department. Recommended text is included in the template.Section
3.0 - To be completed by the Department.Section 4.0 This section is
to be completed by the Department and customized as appropriate to
reflect the RFP criteria to be evaluated by the Department.Section
5.0 - Recommended and optional text has been provided in this
section. This section should be carefully reviewed by the
Department and modified to meet the Departments needs. The Vendor
will be preparing its Proposal based on the information required by
this section. The Department should review the content of this
section against the information and requirements contained in
section 3.0 of the RFP so that requirements needing a response are
reflected in section 5.0.Appendix A -The appropriate Fixed Price
Contract template from the following website
https://www.myagent.gov.ab.ca should be inserted as Appendix A.
Guidelines for completing the Contract template are provided with
the template. Where Procurement Services is involved in the
procurement process, changes to the Contract should not be made
before consulting Procurement Services. All changes to the Contract
should be reviewed by Legal Services, Alberta Justice.Appendix
BDepartment to customize this pricing Appendix as appropriate for
the project.Appendix CThis appendix should be customized by the
Department to include the deliverables for the project.Appendix
DThe appropriate areas of this appendix are to be completed by the
Department.Appendix EThis appendix includes the Evaluation
Framework to be completed by the Department. Page 2 3. Appendix F
This appendix includes sample RFP requirements/questions that may
be used bythe Department in completing section 5.0 of the RFP. This
Appendix wouldnot appear in the final RFP.Additional appendices may
be added to the RFP as required by the Department.Where Procurement
Services is involved in the procurement process, Departments are
advised to consult with Procurement Services in the early stages of
RFP preparation to discuss the RFP and contracting approach
contemplated. Discussion of the approach early in the RFP
development process will assist in identification of any potential
issues that may require further discussion or research. Legal
review of the completed RFP will be facilitated by Procurement
Services. Page 3 4. Procurement Services Contracted Services
Section Capital Health Centre, South Tower 9th Floor, 10030-107
Street Edmonton, Alberta T5J 3E4 REQUEST FOR PROPOSALS (RFP) NUMBER
XXXXX-XX (INSERT NAME OF PROJECT) (INSERT NAME OF DEPARTMENT)RFP
Issue Date: RFP Closing 14:00:59 Alberta Time: Contracting Manager:
Telephone: (780) 427-xxxx Facsimile (780) 422-9672 Email:Page 1 5.
TABLE OF CONTENTS 1.0
GENERAL.......................................................................................................................4
1.1
Introduction.....................................................................................................................4
2.0 RFP
PROCESS...............................................................................................................5
2.1RFP
Terminology.............................................................................................................5
2.2 RFP Schedule of
Events..................................................................................................6
2.3 Bidders Conference (optional
clause)...........................................................................6
3.0 PROJECT
INFORMATION.............................................................................................6
3.1 Project
Overview.............................................................................................................7
3.1.1
Introduction.........................................................................................................7
3.1.2 Project
Objectives...............................................................................................7
3.1.3
Background..........................................................................................................7
3.1.4 Project
Duration..................................................................................................7
3.1.5 Project
Scope.......................................................................................................7
3.1.6 Pre-existing Work and/or Commercial
Software............................................7 3.1.7 Related
Project
Documents................................................................................8
3.1.8 Project
Structure.................................................................................................8
3.2 Project Requirements (Mandatory and
Desirable)......................................................8
3.2.1 Project Phases and
Deliverables........................................................................9
3.2.2 Architecture and
Standards...............................................................................9
3.2.3
Methodologies......................................................................................................9
3.2.4 Project Status
Reporting....................................................................................9
3.2.5 Department Supplied
Resources.....................................................................10
3.2.6 Service
Levels....................................................................................................10
3.2.7
Security..............................................................................................................10
3.2.8 Conversion/
Transition.....................................................................................10
3.2.9 Acceptance
Testing...........................................................................................10
3.2.10
Documentation................................................................................................10
3.2.11 User
Training...................................................................................................10
3.2.12
FOIP.................................................................................................................11
3.2.13 Maintenance
Support.....................................................................................11
3.3 Vendor
Requirements...................................................................................................12
3.3.1
Mandatory.........................................................................................................12
3.3.2
Desirable.............................................................................................................12
3.4 Human Resource Requirements
(optional).................................................................12
3.4.1 Project Team Requirements
(optional)...........................................................12
3.4.2 Project Team Member Requirements
(optional)...........................................12 4.0
EVALUATION
CRITERIA.............................................................................................13
5.0 PROPOSAL CONTENT
GUIDELINES.........................................................................14
5.1 Proposal
Format............................................................................................................14
5.2 Proposal
Content...........................................................................................................14
5.2.1 Proposal Submission
Letter.............................................................................14
5.2.2 Vendor
Profile...................................................................................................14
5.2.3 RFP
Requirements............................................................................................15
5.2.4 RFP Administration Terms and
Conditions..................................................18
5.2.5 Contract
Provisions...........................................................................................20
5.2.6
Appendices.........................................................................................................20Page
2 6. APPENDIX A CONTRACTAPPENDIX B PRICING FORMAPPENDIX C PROJECT
PHASES AND DELIVERABLESAPPENDIX D PROPOSAL SUBMISSION
LETTERAPPENDIX E EVALUATION FRAMEWORK Page 3 7. 1.0 GENERAL1.1
IntroductionVendors are invited to submit Proposals for the
provision of the Services and Materials as specified in this
RFP.This RFP will be conducted with the objective of maximizing the
benefit to Her Majesty, while offering Vendors a fair and equitable
opportunity to participate.Vendors are advised to pay careful
attention to the wording used throughout this RFP. Failure to
satisfy any term or condition of this RFP may result in an
unacceptable Proposal.Facsimile or digital Proposals in any form
(e.g. diskette files, disk files, tape files, e-mailed files) will
not be accepted.Subject to the amendments specified below, the RFP
Administration Terms and Conditions dated September 28, 2009 (RFP
Administration Terms and Conditions) posted on Alberta Purchasing
Connection (APC) form part of this RFP. Vendors by submitting a
Proposal are deemed to have accepted the RFP Administration Terms
and Conditions. Section xxx of the RFP Administration Terms and
Conditions is deleted, and a revised Section xxx is inserted as
follows: Add the following to Section xxx of the RFP Administration
Terms and Conditions: The following Section xxx is added to the RFP
Administration Terms and Conditions:When Procurement Services is
not involved in the procurement process, the Department would make
the following changes to the RFP Administration Terms and
Conditions: All references to Procurement Services in the RFP
Administration Terms and Conditions are deleted and replaced with
Alberta (insert Department name). Section 2.15 (d) of the RFP
Administration Terms and Conditions is deleted and replaced with
the following:2.15 (d) Proposals must be sealed and clearly marked
with the RFPs number andRFP closing date and addressed as
follows:(Branch) (Division) (Department name) (Address) Page 4 8.
(City, Province, Postal Code)The definition of Procurement Services
is deleted from section 1.0 of the RFPAdministration Terms and
Conditions.The definition of Service Alberta should also be deleted
if the procurement is not for Service Alberta, Procurement Services
is not involved in the procurement process, and/or the scope of
services does not require mention of Service Alberta. If deleting
the reference, the appropriate wording would be as follows:The
definition of Service Alberta is deleted from section 1.0 of the
RFPAdministration Terms and Conditions.2.0 RFP PROCESS2.1 RFP
TerminologyTerminology used throughout this RFP is defined in the
RFP Administration Terms and Conditions and Appendix A and as
follows:Alberta (insert the Department name e.g. Health) means Her
Majesty the Queen inright of Alberta, as represented by the
Minister of (insert the Department name).Department means Her
Majesty the Queen in right of Alberta, as represented by
theMinister of (insert the Department name).GAEA means the
Government of Alberta Enterprise Architecture and is the result of
aninitiative to analyze cross-government business, data, security,
privacy, application andtechnology needs to create a set of ongoing
corporate investment/design guidance,blueprints and processes
necessary to steer Information and CommunicationsTechnology (ICT)
solutions towards support of corporate strategic goals, such
asarticulated in the Government of Albertas Corporate Information
ManagementTechnology Strategy Connecting for the
Futurehttp://www.sharp.gov.ab.ca/docDisplay.cfm?DocID=2175 See also
the GAEA Glossary of Terms referred to in Related Project
Documentssection of this RFP.Insert additional definitions as
required for the RFP.If Pre-existing Work and/or Commercial
Software are permitted as part of the Vendors approach to the
project the following definition(s) would be included in the
RFP:Commercial Software means software of the Vendor and/or the
Vendorssubcontractors or agents (including their affiliates as
specified in the BusinessCorporations Act of Alberta, as amended,
revised or substituted from time to time)which was commercially
available off the shelf prior to the RFP closing date. Page 5 9.
Pre-existing Work means all parts of Materials, excluding
Commercial Software, that were first created outside the Contract
by the Vendor, the Vendors employees, subcontractors or agents
(including their affiliates as specified in the Business
Corporations Act of Alberta, as amended, revised or substituted
from time to time) and which were in existence prior to the RFP
closing date.References to Alberta (insert Department name),
Department, Government of Alberta, Her Majesty, Procurement
Services, Service Alberta and (insert any other descriptions of Her
Majesty used in this RFP, for example Government), mean Her Majesty
the Queen in right of Alberta and are only used for administrative
purposes.2.2 RFP Schedule of EventsRFP Issue Date: Bidders
Conference Date: (Optional) RFP Closing Date: Evaluation of
Proposals: Shortlist Presentations: Selection of Preferred
Vendor:The above dates are subject to change at the sole discretion
of Her Majesty.2.3 Bidders Conference (optional clause)A Bidders
Conference has been scheduled to provide an opportunity for
clarification regarding this RFPs requirements, and to address any
other issues with this RFP:Date: Time: Location:To facilitate
comprehensive responses at the Bidders Conference it is recommended
that written questions be submitted to the Contracting Manager in
advance of the Bidders Conference.Attendance at the Bidders
Conference is not mandatory, but is highly recommended.Vendors can
obtain the written minutes of the Bidders Conference from APC. 3.0
PROJECT INFORMATION(A sample structure for a systems development
project is provided below. Depending on the scope of the project,
some of the sections may not be required; other sections may need
to be added.)Page 6 10. 3.1 Project Overview3.1.1
Introduction(Provide a general overview of the project.)3.1.2
Project Objectives(Describe the objectives of the project. Each
objective must be linked to one or more business need and not to
specific aspects, attributes or features of an envisioned
solution.)3.1.3 Background(Describe the current situation.)3.1.4
Project Duration(Identify the anticipated project start and
completion dates. Any options to:a) extend the Contract and the
length of the extension; b) contract with the successful Vendor for
subsequent work or phases of theproject; or c) contract for
maintenance support,must be identified.)3.1.5 Project
Scope(Describe the scope of the project. Identify any prior phase
documents that form part of the specifications for the project.
Identify any contractual arrangements the Department has in place
with other vendors that the successful Vendor will be required to
work or interface with. Include any information that helps the
Vendor to determine as specifically as possible the project size.
This may include things like: the business model (including the
numbers and descriptions of business processes and data entities),
other finalized business requirements, number of people to be
interviewed, organizational units and their structures that will be
involved, finalized design details, or any other details that a
Vendor could use to provide a fixed price.)3.1.6 Pre-existing Work
and/or Commercial Software(Indicate if Pre-existing Work and/or
Commercial Software will be permitted in the Vendors approach to
the project. If permitted, the RFP must clearly indicate to what
extent Pre-existing Work and/or Commercial Software can be used in
the approach, for example, to only satisfy a particular component
of the system/solution (e.g. reporting). The Department should
consider the limitations associated with the use of Pre-existing
Work and/or Commercial Software in the system/solution. These
limitations include restrictions on the distribution of thePage 7
11. system/solution and ability to modify it, etc. Where Commercial
Software is part of the delivered system/solution, the Department
may be required to involve or contract with the developer to
complete modifications to the Commercial Software should changes to
the source code be required.)3.1.7 Related Project
Documents(Identify any project related documents, if applicable,
that will be made available to Vendors during the solicitation
process. Indicate from where and from whom they are available
(generally Procurement Services would be the contact for these
documents), and how they will be made available (e.g. on a sign-out
basis, via email). State if Vendors will be required to sign a
non-disclosure agreement and, if applicable, include a copy of such
agreement.)GAEA materials, including Government of Alberta (GoA)
processes, architecture principles, business architecture, data
architecture, application architecture, technology architecture,
security architecture and privacy architecture documents can be
accessed via the GoAs shared repository (SHARP) at:
http://www.sharp.gov.ab.ca.Depending on the logon prompt displayed
by your browser, login using one of the following: user ID:
RFPRespondent.V21password:Future456domain:EXTERN or as follows:
user ID: EXTERNRFPRespondent.V21password:Future456All other GoA ICT
Guidance (e.g. Policies, Standards, information about Corporate
Solutions, Guidelines, etc.) user ID:
RFPRespondent2.V21password:Hello357Note that the password is case
sensitive.3.1.8 Project Structure(Identify the individuals (by
role), the committees and/or Department management that the Vendor
will report to or work with on the project.)3.2 Project
Requirements (Mandatory and Desirable)Page 8 12. (Mandatory project
requirements should be based on, and support, the objectives of the
project. The objectives of the project are developed with the
Evaluation Plan and are linked to a business need as opposed to
specific aspects or features of one envisioned solution. A process
referred to as questioning to the void (described under List
Objectives in the document entitled, Request for Proposals (RFP)
Response Evaluation Process) should be used to refine the list of
objectives.)3.2.1 Project Phases and Deliverables Appendix C
describes the phases of the project and the deliverables that must
beprovided by the Vendor. (To assist Departments in describing the
deliverables, an illustration of a set ofsystems development phases
and associated deliverables is provided in AppendixC. The
deliverables in a phase may vary depending on the systems
developmentmethodology adopted by the Department. Appendix C should
be customized toreflect the Departments requirements for the
project. It is important that thedescription of the required
deliverables be as detailed as possible to assistVendors in
providing a fixed price.)3.2.2 Architecture and Standards (Identify
any IT standards or architectures to be used by the Vendor such
asdatabase, development tools, browser, reporting tools, and
technical architecturecomponents. The Departments IT head should be
consulted regarding information technologystandards and guidelines
to assure that those stated in the RFP are appropriate,current and
in keeping with the standards prescribed by the Alberta
StandardsManagement Committee and the Department. As Government of
Albertastandards are developed they will be posted/stored in the
Shared Repository(Sharp) at
http://www.sharp.gov.ab.ca/cfml/index.cfm.) The ICT Materials to be
used and/or delivered under the Contract should becompliant with
GAEA.3.2.3 Methodologies (Identify any systems development
methodologies that are to be used by theVendor or indicate if the
Vendor can propose the development methodology forthe
project.)3.2.4 Project Status Reporting (Describe the frequency of
written project status reports and the required contentof these
reports, for example: Weekly written status reports shall be
submitted to the Department ProjectManager. These status reports
should outline:Page 9 13. overall summarization of the project
progress; deliverables achieved; deliverables remaining, progress,
and expected delivery on each; and issues and concerns affecting
specific deliverables and the project schedule or any other aspect
of the project.)3.2.5 Department Supplied Resources(Indicate if any
office space, hardware, software licenses, secretarial support, or
Department human resources will be available to the Vendor during
the project.)3.2.6 Service Levels(Describe mandatory and/or
desirable performance requirements for the system for example
database performance or application response time.)3.2.7
Security(Specify the security standard/policies the Vendor must
comply with. Describe any mandatory and/or desirable security
requirements for the system, such as login ID, password protected,
security administration, security access.)3.2.8 Conversion/
Transition(Identify any data conversion and/or transition
requirements.)3.2.9 Acceptance Testing(The acceptance testing
process that will be used for the project must be described.)3.2.10
Documentation(Describe any documentation requirements to be
delivered by the Vendor, for example: detailed technical system
documentation, user documentation, operations procedures, and
training manuals.)3.2.11 User Training(Describe any training to be
provided by the Vendor: Identify who and how many resources require
training. Identify the timing of the training. Indicate if training
is to be provided at the Departments site or off site. If on-site
training is required indicate if the Vendor will be required to
deliver training at multiple locations or at one central location.
Identify location of training facilities.Page 10 14. Describe the
equipment and software to be provided at the training facility.
Identify any required content for training materials to be provided
to trainees. Identify any experience/skill requirements for the
individual(s) delivering the training.)3.2.12 FOIP(The requirements
of the FOIP Act and Records Management Regulation, and Government
of Alberta Policy for Protection of Personal Information in IT
Outsource Contracts should be considered during the development of
the RFP and Contract document.In determining whether access to
information, protection of privacy and records management
requirements need to be addressed further in the RFP and Contract,
Departments should review the documents entitled: Freedom of
Information and Protection of Privacy Managing Contracts under the
FOIP Act: A Guide for Government of Alberta Contract Managers and
FOIP Coordinators available for review or downloading from website:
http://foip.alberta.ca/resources/publications/pdf/contractmanager.pdf;
and Policy for Protection of Personal Information in Information
Technology Outsource Contracts,
http://www.sharp.gov.ab.ca/showobject.cfm?docnumber=3293Procurement
Services and Legal Services, Alberta Justice should be consulted
prior to any Contract changes being made.The RFP must specify the
procedures to be followed by the Vendor upon Contract completion or
termination, for disposal of the Departments Confidential
Information contained in electronic format in hardware of the
Vendor or that of its employees, subcontractors, or agents.)3.2.13
Maintenance Support(If the Department is considering contracting
with the successful Vendor to provide maintenance support for the
developed system, this section should address: If fixed or
estimated pricing is required for maintenance support and whether
the Department intends to contract with the successful Vendor for
maintenance or if the Department simply reserves the option to
contract with the Vendor to provide this support; The period of
time the Department intends to contract with the successful Vendor
for maintenance support or reserves the option to contract with the
Vendor for this support; How maintenance support will be provided
(i.e. on a time and materials or fixed price basis);Page 11 15.
Will maintenance support be contracted under a separate agreement
or aspart of the Contract resulting from this RFP; the scope of the
maintenance support activities to be provided by the Vendor(e.g.
database support, systems maintenance, help desk, and the
tasksincluded in each area); the service levels to be met by the
Vendor, for example: system must be available a minimum of 95% of
the time during Business Hours; Help desk support must be provided
in such a manner that users will have immediate response to a call
(users would wait no longer than 3 minutes on hold) and
identification of a resolution of 75% of the calls must be provided
to the user within four Business Hours. if enhancements to the
system are included in maintenance support. If sodefine enhancement
(e.g. any system change or enhancement greater than 10person-days
(7.25 hours per day) of effort to complete) if the Vendor will be
required to identify in their Proposal the estimatednumber of
full-time equivalent (FTE) resources it anticipates would
berequired to provide maintenance support.)3.3 Vendor
Requirements(Identify any mandatory and/or desirable Vendor
experience requirements.)3.3.1 Mandatory 3.3.2 Desirable3.4 Human
Resource Requirements (optional)3.4.1 Project Team Requirements
(optional) (Identify the mandatory and/or desirable requirements
for the project team.) 3.4.1.1 Mandatorya.b.c. 3.4.1.2
Desirablea.b.c. (Identify if additional points will be awarded for
levels of experience that exceedthe minimum levels stated for the
mandatory and desirable skill requirements.) 3.4.2 Project Team
Member Requirements (optional) Page 12 16. If resource
skills/experience are required in addition to the Project
Teamrequirements, identify the appropriate resource
types/categories and themandatory and/or desirable requirements for
each role. 4.0 EVALUATION CRITERIAThe RFP evaluation criteria will
be distributed within the following rating categories.(The table
should be modified as appropriate to reflect the approach for the
project.)Evaluation CategoriesEvaluationCategoryWeighting(1 10)
People Processes Tools Products & Deliverables Service Delivery
Financial / Pricing Measurement & Continuous Improvement
Leadership Experience Value Add Relationship TransitionEach
evaluation category referenced above has been given a weight of
between 1 and 10 to reflect its relative importance in the
evaluation. For example, the category(s) that are most important in
the evaluation are given a 10. The category(s) that are least
important in the evaluation are given a 1. The remaining evaluation
categories are assigned a weighting with those of the same
importance being given the same weight. Those that are twice as
important as others are assigned twice the weighting, e.g.
categories assigned a weighting of 6 are twice as important as
those assigned a weighting of 3. Note that the total value of the
assigned weights is unlikely to be 100 so scores are not addressed
in terms of percentage or out of 100.The following RFP requirements
will also be evaluated, but not scored: (expand this list to
reflect the applicable criteria) acceptance of RFP Administration
Terms and Conditions; acceptance of Contract terms and conditions
including Schedules (Appendix A)Proposals will be evaluated and
scored based on quality of response to the requirements of this
RFP. Selection of the preferred Vendor will be based on the highest
score.(optional) Page 13 17. Proposals must achieve a minimum of
__% of the total points for each evaluation category and a minimum
overall rating of __% of the total points for all rating
categories.(50% for each rating category and 65% for an overall
rating are examples of reasonable scoring thresholds)The evaluation
framework in Appendix E of this RFP maps the RFP evaluation
criteria to each evaluation category identified above.5.0 PROPOSAL
CONTENT GUIDELINES5.1 Proposal FormatTo facilitate ease of
evaluation by the Evaluation Team, and to ensure each Proposal
receives full consideration, Proposals should be organized in the
following format using the section titles and sequence listed
below:a. Proposal Submission Letter b. Table of Contents c. Vendor
Profile d. RFP Requirements e. RFP Administration Terms and
Conditions f. Contract Provisions g. Appendices5.2 Proposal
ContentThe requirements described with a must in this section are
required to be provided in the Proposal. It is highly desirable
that Proposals also respond to should requirements in this section.
The Proposal response to all mandatory and desirable requirements
in this section will be utilized in evaluating each
Proposal.Vendors proposing an alternative to any RFP requirement
must clearly substantiate the merit of the alternative. Proposed
alternatives must meet the fundamental intent of the requirement.
The acceptability of the alternative will be determined by the
Evaluation Team.5.2.1 Proposal Submission LetterThe Proposal
Submission Letter in Appendix D of this RFP, or a similar
representation of the same information, must be completed, signed
by an authorized representative of the Vendor, and included in the
Proposal.5.2.2 Vendor Profile5.2.2.1 The Proposal must include:Page
14 18. a. a brief introduction of the Vendor, identifying the
members of the Consortium (if applicable) and the Prime Vendor who
will be the Consortiums contact with the Department;b. the full
legal name of the Vendor. In the case of Consortium Proposals, the
full legal name of the Prime Vendor and each Consortium member must
be provided;c. the location of the Vendors head office and service
centres. For Consortium Proposals, head office and service centre
locations must be provided for each Consortium member; andd.
details of any and all subcontracting arrangements proposed by the
Vendor. The Proposal should include: e. a Vendor contact for all
questions and clarifications arising from the Proposal. The contact
information should include the persons title, address including
email, telephone and facsimile number;f. a Vendor contact
authorized to participate in Contract finalization. The contact
information should include the persons title, address including
email, telephone and facsimile number; andg. Corporate references
for at least __ projects undertaken by the Vendor that are similar
in scope and complexity to the project described in this RFP.
References should include the name of the client organization,
official contact person for the client organization including
street address, email address and telephone number. If the Proposal
does not include these references the Vendor must provide them
within 2 Business Days of a request by Procurement Services. Her
Majesty may contact these or other references without prior notice
to the Vendor. Vendors who, in the opinion of Her Majesty, receive
unsatisfactory references may have their Proposal rejected. 5.2.2.2
In the case of Consortium Proposals, the Proposal must also: a.
describe the role of the Prime Vendor and each Consortium member;b.
identify management, ownership, financial and legal relationships
between Consortium members;c. demonstrate a Consortium management
approach that will ensure, for the duration of the Contract, clear
lines of communication and delivery of Services; andd. demonstrate
that Consortium members are qualified to perform the tasks they
have been proposed to perform.5.2.3 RFP Requirements (Requirements
to be addressed in the Proposal should be inserted under
theappropriate category heading below. In determining the
requirements, theDepartment should consider the needs of the
project and what the Vendor shouldprovide and/or demonstrate in its
Proposal, to be qualified for and/or successfulto undertake the
project. Refer to Appendix F of this template and Appendix H ofPage
15 19. the Request for Proposals (RFP) Response Evaluation Process
document for sample requirements/questions.)5.2.3.1 Peoplea.
Requirements1. The Proposal should: a.b.c.5.2.3.2 Processesa.
Requirements1. The Proposal should: a.b.c.5.2.3.3 Toolsa.
Requirements1. The Proposal should: a.b.c.5.2.3.4 Products &
Deliverablesa. Requirements1. The Proposal should: a.b.c.2. The
Proposal must:(Department to delete this requirement if
Pre-existing Work and/or Commercial Software is not permitted in
the Development)a. If the Vendor is proposing to include
Pre-existing Work and/or Commercial Software in the development of
the system:Page 16 20. clearly identify if it is Pre-existing Work
and/or Commercial Software; and provide details which would allow a
third party to distinguish the Pre-existing Work and/or Commercial
Software from all other Materials.5.2.3.5 Service Deliverya.
Requirements 1. The Proposal should: a.b.c.5.2.3.6
Financial/Pricinga. Requirements 1. The Proposal should: a.b.c. 2.
Mandatory: a. Vendors must use the Pricing Form in Appendix B to
submit their pricing for the Services and Materials described in
this RFP.5.2.3.7 Measurement & Continuous Improvementa.
Requirements 1. The Proposal should: a.b.c.5.2.3.8 Leadershipa.
Requirements 1. The Proposal should:Page 17 21. a.b.c.5.2.3.9
Experiencea. Requirements1. The Proposal should: a.b.c.5.2.3.10
Value Adda. Requirements1. The Proposal should: a.b.c.5.2.3.11
Relationshipa. Requirements1. The Proposal should: a. include the
Vendors business code of ethics or similar corporate policy,
information or statements that the Vendor and its employees,
subcontractors, agents, and, if applicable, Consortium members must
adhere to with respect to ethical conduct requirements.b.c.5.2.3.12
Transitiona. Requirements1. The Proposal should: a.b.c.5.2.4 RFP
Administration Terms and Conditions Page 18 22. Vendors by
submitting a Proposal are deemed to have accepted the RFP
Administration Terms and Conditions.In accordance with Clause 2.4.1
(c) of the RFP Administration Terms and Conditions the Vendor, if
it considers portions of its Proposal to be confidential, shall
identify those parts of its Proposal to Her Majesty considered to
be confidential and what harm could reasonably be expected from
disclosure. Her Majesty does not warrant that this identification
will preclude disclosure under FOIP. Page 19 23. 5.2.5 Contract
ProvisionsUnless the Proposal contains an express provision to the
contrary, Vendors by submitting a Proposal are deemed to have
accepted each of the provisions of the Contract exactly as drafted
(including any Schedules) attached as Appendix A. If the Vendor
does not accept a Contract provision exactly as drafted, the Vendor
must expressly indicate in its Proposal that it does not accept the
Contract provision and provide the Vendors final position on the
provision i.e. the wording that the Vendor requires for the Vendor
to enter into a contract. Her Majesty will deem any alternative
wording, including suggested, recommended, or proposed wording, as
reflecting the Vendors final position on the provision. Alternative
wording should be considered carefully since alternative wording
not meeting the fundamental intent of the provision will result in
rejection of the Proposal. Her Majesty will determine whether the
alternative wording meets the fundamental intent of the
provision.5.2.6 AppendicesIf the Vendor wishes to include any other
material not specifically requested by this RFP, it may do so by
including additional appendices in the Proposal. Page 20 24.
APPENDIX ACONTRACT Appendix APage 21 25. APPENDIX B PRICING FORM
Vendors must use this Pricing Form to submit their pricing for the
Services and Materials described in this RFP. A Fixed Price for
each item in the Pricing Form must be provided.(Department to
customize this Appendix as appropriate for the project)1) PROJECT
PRICING Description Total Fixed Pricea) Fixed Price to deliver the
Services and$ Materials described in this RFP. The price for each
of the following which is included within the Total Fixed Price:
Fixed Price for Phasei) Business Area Analysis Phase$ Price for
each deliverable within the Fixed Price per Business Area Analysis
Phase: Deliverable Identify deliverable$ Identify deliverable$
Identify deliverable$ Appendix B Page 22 26. Description Fixed
Price for Phaseii)Business System Design Phase$ Price for each
deliverable within the Fixed Price per Business System Design
Phase: Deliverable Identify deliverable$ Identify deliverable$
Fixed Price for Phaseiii) Construction/Build Phase$ Price for each
deliverable within the Fixed Price per Construction/Build Phase:
Deliverable Identify deliverable$ Identify deliverable$Fixed Price
for Phaseiv)Transition Phase$ Price for each deliverable within the
Fixed Price per Transition Phase: Deliverable Identify deliverable$
Identify deliverable$ Appendix B Page 23 27. Description If
Training is identified as a separate phase and notFixed Price for
included as a deliverable in the construction or Phase
implementation phase, the following wording may be used: v) Total
training price $ Price for each of the following items Fixed Price
per Item included in the total training price Price per individual$
vi) Daily rates, based on a 7.25 Fixed Price per Itemhour day, for
each individualproposed for the project. Thedaily rates are those
used tocalculate the Total FixedPrice for the project.Department or
Vendor to insert resource category name Resource category name$
Resource category name$Fixed Price forPricing Categoryvii) Travel
and Living Expenses $Fixed Price forPricing Categoryviii) One-time
or non-recurring costs $Appendix BPage 24 28. DescriptionFixed
Price for Pricing Categoryviiii) Secretarial support/word
processing costs $Fixed Price for Pricing Categoryx)Any other
charges deemed necessary $ Appendix BPage 25 29. If maintenance
support is part of the RFP, include the following pricing table
where a fixed price is required for this support:2) MAINTENANCE
SUPPORT PRICINGDescriptionTotal Fixed Pricea) Total Fixed Price to
provide maintenance support as described in section (insert section
reference) of this RFP for (insert number)$ years The price for
each of the following itemsFixed Price included in the Total Fixed
Price for per Year maintenance support: Year 1 Year 2 i) Price per
year to provide maintenance$ $support$ Fixed Price per Item Year
1Year 2 iii)Fixed Price daily rates per year for maintenance
support resources based on a 7.25 hour day. Vendor to identify
resource category(s) and rate for each: Resource category $$
Resource category $$ Appendix BPage 26 30. DescriptionFixed
Pricefor PricingCategoryiv) Total Price for help desk support
asdescribed in section (insert sectionreference) of this RFP, for
(insertnumber) years following the completion$of the Warranty
Period.Price for each of the following itemsFixed Price per
Itemincluded in the Total Price for help desksupport:Year 1Year 2
Price per year for help desk support$ $ Year 1Year 2 Price per
individual per year used$ $to calculate annual and total pricefor
help desk supportFixed Price per ItemYear 1 Year 2 b) Incremental
and decremental price change per$$individual for help desk support
should thenumber of individuals vary from the numberstated in the
RFP Appendix B Page 27 31. If maintenance support is part of the
RFP, include the following pricing table where only estimated
prices are required for this support. Delete the Fixed Price
Maintenance Support Pricing table above if estimated maintenance
support prices are to be provided below.2) MAINTENANCE SUPPORT
PRICINGDescription Total Estimated Price a) Estimated Total Price
to provide $ maintenance support as described in section (insert
section reference) of this RFP for (insert number) years Price for
each of the following itemsPrice for included in the estimated
Total Price for Pricing maintenance support: Category Year 1 Year
2i) Estimated price per year to provide $ $ maintenance support
Price per Item Year 1 Year 2iii) Fixed Price daily rates for
maintenance support resources, based on a 7.25 hour day, used to
calculate the estimated$$ Total Price for maintenance support.
Vendor to identify resource category(s) and rate for each:
DescriptionPrice for PricingCategoryAppendix B Page 28 32. iv)
Total price to provide help desk supportas described in section
(insert sectionreference) of this RFP, for (insertnumber) years
following the completion$of the Warranty Period. $Price for each of
the following items Price per Itemincluded in the estimated Total
Pricefor help desk support:Year 1 Year 2 Estimated price per year
to provide $$help desk supportYear 1 Year 2 Price per individual
per year used to $$calculate the estimated annual andTotal Price
for help desk supportYear 1 Year 2 b) Incremental and decremental
price change$$per individual for help desk support shouldthe number
of individuals vary from thenumber stated in the RFP Appendix BPage
29 33. APPENDIX CPROJECT PHASES AND DELIVERABLES This Appendix
contains a sample of project phases and deliverables based on a
customization of the James Martin Information Engineering
Methodology (IEM).Systems Development PhaseInformation Strategy
Plan (optional) Outline Business Area Analysis (OBAA) (optional)
Business Process Re-engineering (BPR) Detailed Business Area
Analysis (DBAA) Business System Design Construction/Build
Transition Production1. Information Strategy Plan (ISP)
Deliverables DeliverablesStatement of Business Direction
including:a. business objectivesb. prioritiesc. constraintsd.
critical success factorsHigh Level Business Function Model
including:a. high-level hierarchy of functions in business areab.
function definitionsHigh Level Business Data Model (conceptual)
including:a. entity relationship diagramb. entity
definitionsFunction/Entity Matrix(optional)Distribution
Matrix(optional)Organizations, technology or other
issues(optional)Analyse current and planned systems Architectures
(defined in IEM) including: a. Business System architecture b.
Information architecture Appendix CPage 30 34. Deliverablesc.
Technical architectureInformation Management Organization Framework
Next Steps Plan Plan for subsequent projects (Business Systems,
Information, Technical) Project Definitions (priorities, resources,
effort and cost estimate) ScheduleInformation Strategy Plan (ISP)
Report see Table of Contents following.Cleaned and frozen version
of CASE repository at completion of ISPInformation Strategy Plan
(ISP) Suggested Table of Contents1. EXECUTIVE SUMMARY (one/two page
summary)1.1 Introduction1.2 Information Strategic Plan Findings1.3
Conclusion 2. MANAGEMENT SUMMARY2.1 Overview2.2 Summary of Analysis
Findings2.3 Proposed Activities 3. OVERVIEW3.1 Background3.2
Current Situation3.3 Project Objectives 3.3.1 Scope 3.3.2 Critical
Success Factors 3.3.3 Project Resources3.4 Project Approach3.5 CASE
Repository Information 4. BUSINESS DIRECTION 5. BUSINESS FUNCTION
MODEL OVERVIEW 6. BUSINESS DATA MODEL (CONCEPTUAL) OVERVIEW 7.
ARCHITECTURES 8. INFORMATION MANAGEMENT ORGANIZATION FRAMEWORK 9.
PROJECT CONCLUSIONS9.1 Overview9.2 Proposed Activities 9.2.1 Scope
of Next Phase 9.2.2 Plan for Next Phase Critical Success Factors9.3
Cost Benefit Analysis 10. RECOMMENDATIONS Appendix C Page 31 35.
APPENDIX A: Glossary APPENDIX B: List of Acronyms Used APPENDIX C:
Business Function Model APPENDIX D: Business Data Model
(Conceptual) APPENDIX E: Function/Entity Matrix APPENDIX F: Project
Plan APPENDIX G: Distribution Matrix APPENDIX H: Current System
Analysis Appendix CPage 32 36. 2. Outline Business Area Analysis
(OBAA) DeliverablesDeliverables Business Function Model including:
a. high-level hierarchy of functions in business area b. function
definitions Business Data Model (Logical) including: a. entity
relationship diagram b. entity definitions Function/Entity Matrix
(optional) Distribution Matrix (optional) Organization Chart for
the Business Area under study including an indication of affected
areas (optional) High-level data flow diagrams or Process Modeller
diagrams (optional) Constraints and Assumptions Next Steps Plan
Plan for subsequent DBAAs DBAA Project Definitions (priorities,
resources, effort and cost estimate) List of Tasks List of
Functions and Entities within DBAA Project List of Functions and
Entities shared Schedule List of Deliverables Outline Business Area
Analysis (OBAA) Report See Table of Contents following. Cleaned and
frozen version of CASE repository at completion of OBAA
Departmental Information Strategy Plan updates. Appendix CPage 33
37. Outline Business Area Analysis (OBAA) Suggested Table of
Contents1. MANAGEMENT SUMMARY1.1 Overview1.2 Summary of Analysis
Findings1.3 Proposed Activities 2. OVERVIEW2.1 Background2.2
Current Situation2.3 Project Objectives 2.3.1 Scope 2.3.2 Critical
Success Factors 2.3.3 Project Resources2.4 Project Approach2.5 CASE
Repository Information 3. BUSINESS FUNCTION MODEL OVERVIEW 4.
BUSINESS DATA MODEL (LOGICAL) OVERVIEW 5. DESIGN AREA DEFINITIONS
6. PROJECT CONCLUSIONS6.1 Overview6.2 Proposed Activities 6.2.1
Scope of Next Phase 6.2.2 Plan for Next Phase 6.2.3 Critical
Success Factors6.3 Cost Benefit Analysis6.4 Departmental
Information Strategy Plan Update 7. RECOMMENDATIONSAPPENDIX A:
Glossary APPENDIX B: List of Acronyms Used APPENDIX C: Business
Function Model APPENDIX D: Business Data Model APPENDIX E:
Function/Entity Matrix APPENDIX F: Project Plan APPENDIX G:
External Agents APPENDIX H: Current Systems Analysis APPENDIX I:
Distribution Matrix Appendix CPage 34 38. 3. Business Processing
Re-engineering (BPR) Deliverables DeliverablesBusiness Direction
Model including:a. organization structure/business unitsb. business
objectivesc. critical success factorsd. key performance
indicators(optional)Business Objectives/Critical Success Factor
MatrixCurrent Business Process Model including:a. stakeholders
(internal and external)b. prioritized business
processes(optional)Business Objectives/Business Processes
Matrix(optional)Business Process/Business Unit MatrixAnalyzed
Existing Business Processes including:a. opportunities for
improvementb. process costs, time and quality measuresc. delays,
bottlenecks or other problemsd. potential process enablers
(Information Technology)e. constraintsRe-engineered Business
Process Model including:a. re-engineered organization
structure/business units (if any)b. re-engineered business
processesTransition Change PlanPlan to manage changes to Business
Process and subsequent projects Project Definitions (priorities,
resources, effort and cost estimate) List of Tasks Schedule List of
DeliverablesBusiness Process Re-engineering (BPR) Report see Table
of Contents following.Cleaned and frozen version of CASE repository
at completion of BPR Appendix CPage 35 39. Business Process
Re-engineering (BPR) Suggested Table of Contents1. MANAGEMENT
SUMMARY1.1 Overview1.2 Summary of Findings1.3 Proposed Activities
2. OVERVIEW2.1 Background2.2 Current Situation2.3 Project
Objectives2.3.1 Scope2.3.2 Critical Success Factors2.3.3 Project
Resources2.4 Project Approach2.5 CASE Repository Information 3.
BUSINESS DIRECTION3.1 Organization Structure3.2 Business
Objectives3.3 Critical Success Factors3.4 Key Performance
Indicators 4. CURRENT BUSINESS PROCESS EVALUATION4.1 Business
Process Overview4.2 Stakeholder Roles/Responsibilities 5. BUSINESS
CASE FOR CHANGE5.1 Benefits5.2 Costs5.3 Business Drivers5.4 Risk
Analysis5.5 Process Enablers 6. RE-ENGINEERED BUSINESS PROCESS
RECOMMENDATIONS6.1 Re-engineered Business Process Overview6.2
Re-engineered Stakeholders Roles/Responsibilities 7. BUSINESS
PROCESS TRANSITION CHANGE PLAN7.1 Strategy to Manage the Changes to
Business Process7.2 Implementation Plan7.3 Resource
Retraining/Recycling Plan 8. CONCLUSIONSAPPENDIX A:Glossary
APPENDIX B:List of Acronyms Used APPENDIX C:Current Business
Process Models APPENDIX D:Re-engineered Business Process Models
APPENDIX E:Project Plan Appendix C Page 36 40. 4. Detailed Business
Area Analysis (DBAA) DeliverablesDeliverables Business Function
Model including: a. full hierarchy of functions to be automated (to
elementary level) b. first-level hierarchy of functions not to be
automated c. function definitions d. function frequencies for
leaf-level functions to be automated Business Data Model including:
a. entity relationship diagram b. entity definitions c. business
attributes d. entity volumes e. domain definitions f. business
rules Function/Entity Matrix (optional) Distribution Matrix
(optional) Current System(s) including: a. Functions b. Data c.
Issues Reporting Requirements including: a. Management Reporting b.
Operational Reporting c. Adhoc Reporting Records Management
Requirements including: a. Creation of Records b. Active Records c.
Inactive Records d. Record Retention e. Final Disposition Freedom
of Information and Privacy (FOIP) Requirements including: a. Access
and privacy restrictions to information Design Area Definitions
including: a. list of functions b. list of entities (optional)
Organization Chart for the Business Area under study including an
indication of affected areas Data flow diagrams or Process Modeller
diagrams Function dependencies State transition diagrams Initial
Transition Strategy for: a. delivery strategy b. critical
transition factors Appendix CPage 37 41. Deliverablesc. Business
Readiness notes on organization changes business issuesd. People
Readiness training plan trainer manual and presentation materials
user manual (User Operations Manual) and On-line Help filese.
System Readiness installation plan location requirements/service
levels operation requirements. system operations manualf.
Application Readiness Acceptance plan Test plang. Data Conversion
Data Conversion planh. System Roll-out Cut-over plan Implementation
Cycle (Note: All sections of the transition strategy may not be
completed at this stage) Preliminary Audit/Control Needs including:
a. mechanisms to ensure accurate and complete processing of
multi-step transactions b. methods for reconciling entered data c.
audit trails for reconstruction of damaged data d. security
measures (prevention and detection) Preliminary Back-up/Recovery
Needs Development Plan for each design area a. Development Plan for
Design Stage List of Tasks (definition, resources, effort and cost
estimate) Schedule List of Deliverables Critical Success factors
Constraints and Assumptions b. High-level Plan for remaining stages
Detailed Business Area Analysis (DBAA) Report see Table of Contents
following. Cleaned and frozen version of CASE repository at
completion of DBAA Departmental Information Strategy Plan
updatesDetailed Business Area Analysis (DBAA) Suggested Table of
Contents1.MANAGEMENT SUMMARY 1.1 Overview Appendix CPage 38 42. 1.2
Summary of Analysis Findings 1.3 Proposed Activities 2.OVERVIEW 2.1
Background 2.2 Current Situation 2.3 Project Objectives 2.3.1 Scope
2.3.2 Critical Success Factors 2.3.3 Project Resources 2.4 Project
Approach 2.5 CASE Repository Information 3.BUSINESS FUNCTION MODEL
OVERVIEW 4. BUSINESS DATA MODEL (LOGICAL) OVERVIEW 5. CURRENT
SYSTEM(S) OVERVIEW 6. DESIGN AREA DEFINITION 6.1 New System
Functions 6.2 Changes to Existing System Functions 6.3 Constraints
and Assumptions 6.4 Reporting Requirements 6.5 Records Management
Requirements 6.6 FOIP Requirements 7. PROJECT CONCLUSIONS 7.1
Overview 7.2 Proposed Activities 7.2.1 Scope of Next Phase 7.2.2
Plan for Next Phase 7.2.3 Critical Success Factors 7.3 Cost Benefit
Analysis 7.4 Departmental Information Strategy Plan Update 8.
RECOMMENDATIONS 9. TRANSITION STRATEGY 9.1 Delivery Strategy 9.2
Critical Transition Factors 9.3 Business Readiness 9.4 People
Readiness 9.5 System Readiness 9.6 Application Readiness 9.7 Data
Conversion 9.8 System Roll-outAPPENDIX A: Glossary APPENDIX B: List
of Acronyms Used APPENDIX C: Business Function Model APPENDIX D:
Business Data Model APPENDIX E: Function/Entity Matrix APPENDIX F:
Project Plan APPENDIX G: External Agents APPENDIX H: Current
Systems Analysis APPENDIX I: Distribution Matrix Appendix CPage 39
43. Appendix C Page 40 44. 5. Business System Design (BSD)
DeliverablesDeliverables System Design including: a. menu hierarchy
b. module hierarchy (including external modules) c. module/column
usage d. form/report layouts (generated and manually constructed
for those notsupported by the generators) e. detailed specification
of complex logic (e.g. pseudocode) f. user classes and access
rights Data Design including: a. logical and physical data models
and cross-reference b. database design (including tables, indexes,
views, keys, constraints, clusters,etc.) c. detailed sizing
Technical Design including: a. network architecture for both
development and production b. network traffic projections c.
performance profile on other systems d. hardware capacity planning
e. hardware and software requirement for both development and
production Detailed Transition Strategy for: a. delivery strategy
b. critical transition factors c. Business Readiness notes on
organization changes business issues d. People Readiness training
plan trainer manual and presentation materials user manual (User
Operations Manual) and/or On-line Help files e. System Readiness
installation plan location requirements/service levels operation
requirements system operations manual f. Application Readiness
Acceptance plan Test plan g. Data Conversion Data Conversion plan
h. System Roll-out Cut-over plan Implementation Cycle Appendix
CPage 41 45. Deliverables(Note: All sections of the transition
strategy may not be completed at this stagee.g. the system
operations manual, user manual and training manual andpresentation
material)Detailed Audit/Control NeedsAccess requirements by role
(update and view access restrictions)Detailed System-Specific
Back-up/Recovery NeedsHigh-Level System Test Plan with Optional
Test Conditions and Test DataSystem Development Plana. Development
Plan for Construction/Build Stage List of tasks (definition,
resources, effort and $ estimates) (noteresources and $ estimates
may be provided in a Proposal document whenthe
Construction/Building stage is about to begin) Schedule List of
deliverablesb. Revised High-level Plan for remaining stagesBusiness
System Design (BSD) Report and Transition Strategy Report see Table
of Contents following.Cleaned and frozen version of CASE repository
at completion of BSDDepartmental Information Strategy Plan updates
Business System Design (BSD) Suggested Table of Contents1.
MANAGEMENT SUMMARY 2. OVERVIEW2.1 CASE Repository Information 3.
SYSTEM DESIGN3.1 Module Specifications3.2 Detailed Audit/Control
Needs 3.2.1 Methods of Reconciling Entered Data 3.2.2 Audit Trails
for Reconstruction of Damaged Data3.3 Backup/Recovery Needs3.4 User
Classes and Access Rights 3.3.1 Database Security 3.3.2 Application
Security 3.3.3 Security Roles 3.3.4 Table Level Restrictions3.5
Constraints & Assumptions 4. DATA DESIGN4.1 Logical Data
Model4.2 Database and File Design4.3 Detailed Sizing 5. TECHNICAL
DESIGN 6. SYSTEM DEVELOPMENT PLAN6.1 ScopeAPPENDIX A: Glossary
Appendix CPage 42 46. APPENDIX B: List of Acronyms Used APPENDIX C:
Entity Relationship Diagram APPENDIX D: Entity Definition Report
APPENDIX E: Data Schema Diagram APPENDIX F: File Definition Report
APPENDIX G: Menu Hierarchy/Network Diagram APPENDIX H: Module
Structure Diagrams APPENDIX I: Form/Report Layouts APPENDIX J:
Security Roles APPENDIX K: Table Definition Report APPENDIX L:
Modules and the Table/Columns Used Report or Column to Module
matrix APPENDIX M: Module Definition Report APPENDIX N: Preliminary
Table Sizes APPENDIX O: System Test Plan APPENDIX P: Build Work
Plan Appendix C Page 43 47. Transition Strategy Suggested Table of
Contents1. INTRODUCTION1.1 Delivery1.2 Critical Transition Factors
2. BUSINESS READINESS2.1 Pre-Implementation Business Issues2.2
Post-Implementation Business Issues 3. PEOPLE READINESS3.1 Training
Plan3.2 Trainer Manual and Presentation Materials3.3 User Manual
(User Operational Manual) and On-line Help files 4. SYSTEM
READINESS4.1 Installation Plan4.2 Location Requirements/Service
Levels4.3 Operation Requirements4.4 System Operations Manual 5.
APPLICATION READINESS5.1 Acceptance Test Plan 6. DATA CONVERSION 7.
SYSTEM ROLL-OUT7.1 Cut-Over Plan7.2 Implementation CycleAPPENDIX A:
Glossary APPENDIX B: List of Acronyms Used APPENDIX C: Work Plan
Schedule Appendix C Page 44 48. 6. Construction/Build
DeliverablesDeliverables Programs working and tested Database Tuned
Database Updated Transition Strategy Report a. delivery strategy b.
critical transition factors c. Business Readiness notes on
organization changes business issues d. People Readiness training
plan trainer manual and presentation materials user manual (User
Operations Manual) and On-line Help files e. System Readiness
installation plan location requirements/service levels operation
requirements System Operations Manual (Systems Managers Guide, DBA
Guide) f. Application Readiness Acceptance plan Test plan g. Data
Conversion Data Conversion plan h. System Roll-out Cut-over plan
Implementation Cycle Updated logical data model (all relevant
logical data models) Cleaned and frozen version of CASE repository
at completion of Construction/ Build7. Transition
DeliverablesDeliverables Trainer and Educational Material Training
Schedule User Acceptance Test and Acceptance Agreement Converted
Data and Backup Performance Benchmarks Installed and Fully
Operational System Operation and Support Facilities including: a.
Operations Fault Log b. Change Request Log c. Maintenance/Support
TeamAppendix C Page 45 49. 8. Production DeliverablesDeliverables
Performance Statistics Operations Fault Log Change Request Log
(optional) System Enhancements and Versioning Post Implementation
Review Report Appendix C Page 46 50. APPENDIX DPROPOSAL SUBMISSION
LETTER(Vendor Letterhead) (Date , 200x) (name) Project Contracting
Manager Contracted Services Section Service Alberta Capital Health
Centre, South Tower 9th Floor, 10030-107 Street Edmonton, Alberta
T5J 3E4RE: Request for Proposals (RFP) Number XXXXX-XXEnclosed is
our Proposal submitted in response to this RFP.Authorized Signature
(Print Name) (Title) (Vendor Address) (Telephone) (Facsimile)
Appendix D Page 47 51. APPENDIX E EVALUATION FRAMEWORK (This
appendix will assist Vendors in understanding what RFP
requirements/questions will be evaluated in each of the Evaluation
Categories. Some evaluation criteria may be evaluated in more than
one category and therefore the applicable evaluation criteria must
be identified each time under such evaluation
categories.)EvaluationRFP Evaluation Criteria CategoryRFP Section
RFP RequirementsPeople Processes Tools Products &
DeliverablesService Delivery Financial/Pricing 5.2.3.6 a.2.a
Measurement & Continuous Improvement Leadership Experience
Value Add Relationship5.2.3.11a.1.a Transition Appendix EPage 48
52. APPENDIX __PROJECT TEAM EXPERIENCE SUMMARY FORMRFP Description
of RFPExperience Name of Client Organization Project Resume
Reference Requirement Claimed& any pertinent details toStart
and Cross No.further support experienceEnd dates Referenceclaim
Mandatories3.4.1.1 a.(insert requirement as stated in the RFP)
3.4.1.1 b.(insert requirement as stated in the RFP) 3.4.1.1
c.(insert requirement as stated in the RFP)Desirables3.4.1.2
a.(insert requirement as stated in the RFP) 3.4.1.2 b.(insert
requirement as stated in the RFP) 3.4.1.2 c.(insert requirement as
stated in the RFP) Appendix __Page 49 53. APPENDIX __ (INSERT
RESOURCE CATEGORY, E.G. PROJECT LEADER) EXPERIENCE SUMMARY SHEET
Name of Individual:RFPDescription of RFPExperience Name of Client
Organization Project ResumeReferenceRequirement Claimed& any
pertinent details toStart and CrossNo. further support
experienceEnd dates Referenceclaim 3.4.2 Mandatories(insert
requirement as stated in the RFP) (insert requirement as stated in
the RFP) (insert requirement as stated in the RFP)Desirables(insert
requirement as stated in the RFP) (insert requirement as stated in
the RFP) (insert requirement as stated in the RFP) Appendix __Page
50 54. APPENDIX F SAMPLE RFP REQUIREMENTS/QUESTIONS (Sample RFP
requirements/questions for the development of section 5.2.3 of the
RFP are provided below. Additional sample RFP
requirements/questions are included in the document entitled, Re-
quest for Proposal (RFP) Response Evaluation Process found at the
following website: https://www.myagent.gov.ab.ca
People(Requirements/questions in this category allow the Evaluation
Team to evaluate the Vendorsability to transition the Departments
staff to the Vendor, if applicable, and the quality of theVendors
personnel in terms of availability, capability, skills, and
knowledge). Describe how you propose to deal with vacation,
illness, resignations, training and other absences on the project
team. Demonstrate that the proposed team members satisfy the
requirements described in this RFP; In response to section 3.4.1
Project Team Requirements of this RFP, provide a completed Project
Team Experience Summary Form. A blank Project Team Experience
Summary Form is included in Appendix __ of this RFP. Provide a
detailed resume for each team member identified in the Proposal:
Resumes should: clearly indicate the working experience and
training the person possesses in any relevant area of expertise;
show the commencement and completion dates of work assignments and
projects carried out by this person in support of the amount of
experience claimed in the Project Team Experience Summary Form (and
Project Team Member Experience Summary Sheet Sheet, if applicable).
In response to section 3.4.2 Project Team Member Requirements of
this RFP,provide a completed Project Team Member Experience Summary
Sheet for eachproposed team member identified in the Proposal. A
blank Experience SummarySheet for each category of resource is
included in Appendix __ of this RFP. Include at least three
references from previous clients for whom the person has provided a
similar service. If the Proposal does not include these references
the Vendor must provide them within 2 Business Days of a request by
Procurement Services. Her Majesty may contact these or other
references without prior notice to the Vendor. The Proposal may be
rejected should any proposed individual receive, in the opinion of
Her Majesty, unsatisfactory references.
Processes(Requirements/questions in this category allow the
Evaluation Team to evaluate the Vendorstried and proven approach to
managing product and service delivery.) Describe the procedures to
be used to identify, report, recover and take remedial stepsfrom
slippage in project timelines and deliverables. Include a response
to section 3.2.3 Methodologies of this RFP. Include a response to
section 3.2.9 Acceptance Testing of this RFP. Include a response to
section 3.2.12 FOIP of this RFP. Appendix FPage 51 55.
Tools(Requirements/questions in this category allow the Evaluation
Team to evaluate the Vendorsinvestment in, and effective
implementation/use of tools to manage the environment, theprocesses
and the people.) Describe the change control techniques and tools
that would be used by the team, including project management
software tools. Products & Deliverables(Requirements/questions
in this category allow the Evaluation Team to evaluate the
productsand deliverables that the Vendor will deliver to the client
on a regular basis in terms ofquality, viability, supportability,
scalability, availability, and fit.) Demonstrate the Vendors
understanding of the project requirements and deliverables,which
highlights, or emphasizes any aspects which the Vendor considers
unique tothis particular project. Include a detailed workplan for
the completion of the project. The plan shouldidentify: all tasks,
phases, and stages to be completed; what deliverable or result is
produced by each task; which personnel are allocated to each task;
estimated number of person days (based on a 7.25 hour day) for each
task and for the whole project; start and end dates and an elapsed
time estimate for each task, and the whole project; a Gantt chart
with the complete project schedule of tasks, or an equivalent clear
representation of the same information. Include a response to
section 3.2.1 Project Phases and Deliverables of this RFP. Include
a response to section 3.2.2 Architecture and Standards of this RFP.
Include a response to section 3.2.7 Security of this RFP. Include a
response to section 3.2.10 Documentation of this RFP. Include a
response to section 3.2.11 User Training of this RFP. If the Vendor
is proposing to include Pre-existing Work and/or CommercialSoftware
in the development of the system: clearly identify if it is
Pre-existing Work and/or Commercial Software; and provide details
which would allow a third party to distinguish the Pre-existingWork
and/or Commercial Software from all other Materials.(Department to
delete this requirement if Pre-existing Work and/or
CommercialSoftware is not permitted in the Development) Service
Delivery(Requirements/questions in this category allow the
Evaluation Team to evaluate the Vendorsability to deliver the
services described in the RFP.) Describe the team organization and
management strategy that would be used to implement the proposed
approach, including the reporting relationships required. Describe
the proposed technical approach to the project. Demonstrate the
Vendors commitment to delivery and schedule. Include a response to
section 3.2.13 Maintenance Support of this RFP. Financial / Pricing
Appendix F Page 52 56. (Requirements/questions in this category
allow the Evaluation Team to evaluate the Vendors financial
proposal.) Vendors must use the Pricing Form in Appendix B to
submit their pricing for theServices and Materials described in
this RFP.Measurement & Continuous Improvement
(Requirements/questions in this category allow the Evaluation Team
to evaluate the Vendors approach to service measurement and plans
for continuous improvement.) Include a response to section 3.2.6
Service Levels.Leadership (Requirements/questions in this category
allow the Evaluation Team to evaluate the Vendors ability to
provide thought leadership (anticipate, shape, assess and apply
innovation.)Experience (Requirements/questions in this category
allow the Evaluation Team to evaluate the Vendors experience in
terms of capability, depth, breadth, ability to respond quickly,
and creative partnerships.) Provide a response to section 3.3
Vendor Requirements of this RFP.Value Add (Requirements/questions
in this category allow the Evaluation Team to evaluate the value-
add that the Vendor brings to the table.)Relationship
(Requirements/questions in this category allow the Evaluation Team
to evaluate the Vendors ability to establish and maintain an
effective relationship at all levels. Include a response to section
3.2.4 Project Status Reporting.Transition (Requirements/questions
in this category allow the Evaluation Team to evaluate the Vendors
ability and plans to transition the Department to the Vendors
proposed environment and/or new service provider.) Describe the
proposed strategies to ensure a seamless transition from the
current environment into the new environment. Include a response to
section 3.2.8 Conversion/Transition of this RFP. Appendix FPage
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